How to Create a Spreadsheet to Run in QuickBooks
By Jackie Lohrey
QuickBooks financial management software includes options for running spreadsheet information from within the QuickBooks interface. QuickBooks can import spreadsheets saved in an Excel spreadsheet format directly into the program using an "Add Excel Data" wizard and display it in the appropriate section within QuickBooks, such as customers, vendors, or products. Create a spreadsheet and save it in Excel format, and then use the transfer wizard to help complete the task.
Create and Save Basic Spreadsheet
Define information you want to include in the spreadsheet. For example, a customer information spreadsheet might contain contact information, account numbers, and credit information. A product information spreadsheet might contain product name, wholesale and retail price information, and reorder information.
Create the spreadsheet as you normally would.
Save the spreadsheet in an Excel spreadsheet format. To save a "non-Microsoft" spreadsheet such as OpenOffice Calc in an Excel format, select the "Save As" option in place of "Save." Select "Other Formats" to display a list of format options. Choose "Microsoft Excel" from the list and then click "Save."
Upload Spreadsheet to QuickBooks
Open the "File" tab on the QuickBooks main menu. Navigate to the "Add Your Excel Data" window by selecting "Utilities," "Import," and then "Excel Files."
Select the "Customer," "Vendors," or "Products" category that corresponds to your spreadsheet, and then navigate to the location where you saved the spreadsheet. Select the spreadsheet and then click "OK" to open a blank, formatted Excel spreadsheet from within the QuickBooks program. You will use this "QuickBooks" spreadsheet to copy and paste information from the spreadsheet you created.
Copy and paste information from your spreadsheet to the QuickBooks spreadsheet, one column at a time, then click "Add My Data Now." Save the completed spreadsheet to your computer to activate the transfer. When the transfer is complete, you can delete the saved file if you prefer. A message box that appears when the transfer is complete will include a link to the location in QuickBooks where the spreadsheet information transferred, such as the Vendor Center for a Vendors spreadsheet.
View the QuickBooks file where you transferred the information. For example, if you transferred a Customer spreadsheet, view information in the "Customer:Job" tab of the Customer Center.
- "QuickBooks 2009: The Official Guide"; Kathy Ivens; 2009
- The "Add Your Excel Data to QuickBooks" window contains a "Watch how to add Excel data to QuickBooks" video to view if you have questions.
- Click the "Detailed Instructions" button in the Import window for line-by-line help.
- Back up all QuickBook files before uploading the spreadsheet. Once you complete the upload, you cannot undo it.
Based in Green Bay, Wisc., Jackie Lohrey has been writing professionally since 2009. In addition to writing web content and training manuals for small business clients and nonprofit organizations, including ERA Realtors and the Bay Area Humane Society, Lohrey also works as a finance data analyst for a global business outsourcing company.